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Tuition Set-Up

Akada gives you the ability to set up your studio tuition so that it will be automatically calculated when a student is enrolled in classes. There are 4 methods by which you may calculate your students’ tuition: by class, by the number of classes enrolled, by the total amount of time, and manually. You also have the ability to calculate tuition amounts at the account level or by the individual students.

 

Tuition1

To Access the Akada Tuition Setup Page:

  • Select the Main Menu in the top left corner of Akada.
  • Select Admin.
  • Select Settings.
  • Select Tuition.

 

Default Tuition Calculation Method for New Accounts:

This function allows you to create a default tuition calculation for any new account created after the setting is set or changed. Changing this default does not affect any account already in your Akada database. Once on the tuition setup page simply choose a calculation method from the drop-down menu. You’ll see a message appear that your default has been set.

 

Calculate Tuition by Class:

Calculating tuition by class gives you the ability to plug a tuition amount* in on the class information page when creating the class. When a student is enrolled in classes it the program will automatically add the tuition amounts from the individual classes together to calculate their total tuition.

 

Student vs Account Calculation:

Calculating tuition by Student means that each student on an account would be calculated separately, whereas calculating tuition by Account would add the students treating them as one student.

Ex. Lets say you charge $100 to take 2 classes and $190 for 4 classes. Now, you’re registering Jane Smith who has two kids who are both going to take 2 classes. If you are calculating by Student they would be treated as 2 separate students paying $100 each. If you were to calculate by Account their total number of classes would then be added together and treated the same as one student taking 4 classes which would cost $190. Calculating tuition by Account essentially serves as a multi-student discount.

 

Calculating Tuition by Table: 

Choosing to calculate Tuition by Table simply means basing the tuition on the total number of classes the student is enrolled in. This works great when all classes offered are the same length. Generally, a 90-minute class is more expensive than a 60-minute class so if you offer different length classes you may want to consider calculating your tuition by Time.

 

TuitionTable

 

To Create a Tuition Table by Number of Classes:

  • Once on the tuition setup page, use the drop-down menu to choose the correct session.
  • Click on Tuition By Number of Classes to expand the section.
  • Enter the tuition amount for 1 class.
  • Click Save.
  • Enter the tuition amount for 2 classes (you may enter the class amount or the total).
  • Click Save.
  • Repeat this process for the highest number of classes a student might take or until the tuition maximum.

 

Calculating Tuition by Time: 

Calculating Tuition by Time totals the student’s tuition based on the total amount of time they are enrolled in. It does not factor the number of classes to reach that time in. This option works well when you offer different length classes at different prices.

 

To Create a Tuition Time Table:

  • Once on the tuition setup page, use the drop-down menu to choose the correct session.
  • Click on Tuition By Total Time to expand the section.
  • Enter a stop time.
  • Enter a Total Tuition Amount for that amount of Time.
  • Click the Save button to add the entry to your Tuition Table.
  • Repeat this process until you reach the max amount of time a student will take or until the tuition maxes out.

When offering different length classes you need to be sure to add a time entry and tuition amount for each possible combination of time the student may take. If you offer 45-minute classes you will need to do your time entries in 15-minute increments.

 

Calculating Tuition Manually:

While the tuition calculation methods above all work very well they certainly do not work for every studio. If you find they do not work for your tuition structure you may find it easier to calculate your tuition manually. When calculating the tuition manually you will simply plug in a total tuition amount on the account or student screen when enrolling the student into classes.

Example Account Set to Manual (Account).
Example Account Set to Manual (Account).

 

Final Thoughts on Tuition Setup:

We generally recommend entering tuition amounts as monthly amounts, however, some studios do prefer to use weekly or even yearly amounts. If you decide to use monthly or weekly be sure to adjust the multipliers for your billing frequencies, specifically the monthly frequency.

All accounts do not have to use the same Tuition Calculation methods. It is quite common for studios to use one method for older students and another method for young (toddler) students whose classes may be very short.  Another example is some studios calculate tuition for adult students by class because the classes offered may have tuition specific to the class.

 

 

 

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